2022-01-31-accounts

Shilbottle Children & Young People’s Project (A Charitable Incorporated Organisation)

Annual Report Report and Financial Statements For the Year Ended 31 January 2022

Charity number 1187523

Shilbottle Children and Young People’s Project (A Charitable Incorporated Organisation)

Financial Statements For the Year Ended 31 January 2022

Contents

Legal and Administrative Information

Annual Report of the Management Committee

2021-22 Financial Report and Accounts

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Shilbottle Children and Young People’s Project Report of the Trustees for the year ended 31 January 2022

The Trustees presents its annual report and audited financial statements for the year ended 31 January 2022

Reference and Administrative Information

Charity Name: Shilbottle Children and Young People’s Project

Charity registration number: 1187523

Registered Office and operational address :

Shilbottle Community Hall Grange Road Shilbottle Alnwick Northumberland NE66 2XH

Trustees

Mrs G Bray Chair Mr M Johnson Treasurer Mrs C Gray

Bankers - Lloyds Bank, Bondgate Within, Alnwick

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Structure, Governance and Management

Governing Document

The organisation is a Charitable Incorporated Organisation, registered as a charity on 21[st] January 2020. The charity was established with a constitution who’s only voting members are its charity trustees. In the event of the charity being wound up the trustees have no liability to settle its debts and liabilities

Recruitment and Appointment of the Trustees

Under the requirements of the Constitution, except for the initial Trustees, every Trustee must be appointed for a term of three years by a resolution passed at a properly convened meeting of the Trustees.

There shall be a minimum of three and a maximum of twelve Trustees.

Any person retiring as a Trustee is eligible for reappointment.

All member of the Trustees give their time voluntarily and received no benefits from the charity.

Organisational Structure

Shilbottle Children and Young People’s Project has up to 12 Charity Trustees who are responsible for ensuring all legal requirements of the charity are met.

Responsibilities of the Trustees

The Trustees prepare financial statements for each financial year which give a true and fair view of the state of the affairs of the charitable company as at the balance sheet date and of its incoming resources and application of resources, including income and expenditure, for the financial year. In preparing those financial statements, the Trustees should follow best practice and:

• select suitable accounting policies and then apply them consistently;

• make judgements and estimates that are reasonable and prudent;

• prepare the financial statements on the going concern basis unless it is not appropriate to assume that the charity will continue on that basis.

The Trustees are responsible for maintaining proper accounting records which disclose with reasonable accuracy at any time the financial position of the CIO and to enable them to ensure that the financial statements comply with the Companies Act 1985. The Trustees are also responsible for safeguarding the assets of the CIO and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

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Members of the Trustees

Members of the Trustees, who served during the year and up to the date of this report are set out on page 3. As the CIO’s Trustees, we certify that:

• so far as we are aware, there is no relevant audit information of which the charity’s auditors are unaware; and

• we have taken all the steps that we ought to have taken in order to make ourselves aware of any relevant audit information and to establish that the charity’s auditors are aware of that information.

Our Aims and Objectives

Purposes and Aims

Our charity's purposes as set out in the objects contained in the CIO’s constitution:

To advance in life and help children and young people living in Shilbottle and the surrounding areas through:

• a) The provision of recreational and leisure time activities provided in the interest of social welfare, designed to improve their conditions of life

• b) Providing support and activities which develop their skills, capacities and capabilities to enable them to participate in society as mature and responsible individuals

Ensuring our work delivers our aims

Each year we review our objects and activities to ensure that what we are doing meets the objects of the charity. In reviewing the year, it helps us focus on what we need to do in the coming year in order to further our aims.

The focus of our work

Our main objectives for the year have been to establish the charity’s sessional groups as the COVID lockdown and restrictions were lifted. This has resulted in the establishment of a Parent and Toddler Group (Mini Miners) and sessions for the local primary aged children (Minis and G3) and the local secondary children (G4). Mini Miners has met once a week. The youth groups started meeting fortnightly and eventually weekly enabling us to build up the groups steadily and allowing for the COVID restrictions to be adhered to whilst still in place.

The groups have quickly established themselves enabling the children and young people of Shilbottle and the surrounding area to have a safe place to be outside of home and school where they can socialise with those of their own age, have contact with other adults who they can trust and take part in activities that have helped them rebuild their confidence, help them interact with people again and have a focus away from school, home and COVID.

An important part of our work this year has been the focus on the mental health of the children and young people. The children and young people have had the opportunity to talk about COVID and its impact on them and those around them and know they have the support from SCYPP should they need anything.

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We have also focussed on the mental health of our mums and carers at Mini Miners and this has proved vital for some of our young mums who have only known motherhood during the pandemic. They have embraced the sessions, knowing they are an opportunity to safely emerge into society and regain the independence they had before the pandemic. Comments from them indicate that the opportunity to meet other mums, and to be able to express their thoughts and needs has been needed and this is ongoing.

A large focus in 2021 was the Summer Activity Programme we ran for four weeks of the Summer Holiday. This was well attended across the school age groups and included the provision of a meal at each session. Activities included bike training and fun, Graffiti Art (run in conjunction with The Gallery Youth Project in Alnwick), craft activities, games, BBQs for the older young people, and Lego building. The Summer Programme was the kickstart to the new groups starting in September and the numbers of young people has steadily increased over the year.

The Graffiti Art sessions led to a commission from Northumbria Police for a board they could display in the local police station (see photo at the beginning of the report). When the police collected the artwork they were so impressed they thought it would go on a tour of the stations across the area!

We have secured a part-time Lead Youth Worker who plans and runs the sessions, currently supported by volunteers. She has led the work well and has established a good rapport with the children, young people, young mums and families who are accessing the project.

How our activities deliver public benefit Who has benefited from the Shilbottle Children and Young People’s Project?

Young people from aged 0 up have benefitted from SCYPP via our regular sessions and through the opportunities to join the groups on trips when regulations allowed.

What fundraising events have we run?

Our fundraising efforts have been limited this year due to the COVID restrictions in place. We have raised funds from cake sales at Mini Miners and through the sale for tickets to events such as parties in October and December. It was necessary to ticket the events to keep attendance numbers controlled due to the COVID restrictions.

What grant funding have we secured and for what?

This year, we have secured grant funding of £1675 from the Digital Skills Fund to enable us to purchase a laptop and mobile phone for our Youth Worker along with Chromebooks for the young people to use as part of sessions.

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Previous grants, transferred from Shilbottle Community Hall, amounting to £13,220 from the Northumberland Children’s Trust, UK Youth and the Hadrian Trust have enabled us to pay our Youth Worker, pay rent, take the children, young people and families out on trips, for session resources and for food.

We are continuing to work on securing grants for the coming year to ensure the programme for events and sessions can go ahead.

How have we maintained and managed the facilities?

We run our activities out of Shilbottle Community Hall. This includes having storage space within the building and almost sole use of one of the rooms. We regularly sort, maintain and update our equipment and resources.

Contribution of Volunteers

SCYPP relies on volunteers to help deliver sessions and carry out all the necessary administration for the charity. We have had volunteers helping with the delivering sessions, catering for the groups, the sorting, maintenance and updating of our equipment as well as the trustees overseeing the charity.

Carrying out our Plans for the Next Five Years

The next five years will be an exciting challenge for us as a new charity.

Our aim is to have sessions for all ages at Shilbottle Community Hall, developing the groups we have already established, and creating new groups as the demand arises and funding allows.

Mini Miners, for those aged 0 – 5, with their parents and carers, has been established one morning a week so far, but this may increase to two mornings if the demand arises. We expect the demand to fluctuate over the year depending on when parents return to work, children move on to nursery provision, the weather and the time of year. All children are accompanied by adults at the toddler group but our staff are on hand to come alongside young mums, child minders, grandparents and other carers to listen, direct to help and generally support them in their parenting and caring.

The primary and secondary school children of the area will have sessions based on their ages. We currently have two groups established ~ one for the primary aged children and the other for secondary aged young people. Our aim is to create new groups to include and reach more children and young people every week. This will initially see the two groups become three with age ranges 5-8, 9-13 and 13+. As numbers change, and if we can secure the funding, we will create other groups based on demand.

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We still aim to develop detached work around the village of Shilbottle to reach out to those young people who

don’t come in to organised sessions. We are looking at working in partnership with other local Youth Services as a way of delivering this, particularly those based in Alnwick who have contact with the young people of our village through school.

We aim to build up the activities, sessions and events that we offer to the children and young people over the next five years, so that each group has it’s own dedicated group time, is attended by a good number of young people, with opportunities for trips to attractions, events and group activities being built into the programme. Our activities will be suitable for the age groups concerned and include citizenship activities, social enterprise opportunities and age-related health education. The young people will be encouraged to input into the programme for sessions and make suggestions for trips and external activities. They will also be encouraged to help fundraise for such activities to lessen our reliance on grants.

We aim to develop a young leaders programme so that our older young people can help deliver the activities to the younger ones, developing life skills along the way.

We currently have one paid part-time member of staff, but we need more! We aim to have another paid part-time by the end of the coming year, along with a team of local volunteers, trained to work with young people and obviously all DBS checked. Our aim is for our current worker to develop her skills and take on a youth development role within the charity, overseeing other workers as well as being key to the session planning and delivery.

All our plans are dependent on us securing grant funding going forward. We are always looking for avenues of funding both for staffing and delivery of activities.

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Financial review

Overview

At January 31[st] 2022, SCYPP had £14,496 to its name.

We transferred the grants and Youth money, held by Shilbottle Community Hall from previous Youth work, to SCYPP once we had received the agreement of the grant providers. This amounted to £13,220.

Our outgoings over the year have been for our Youth Worker’s salary, the purchasing of equipment to enhance the provision for the children and young people, room hire, trips and refreshments. We expect these to continue and increase as the provision expands.

We are aware that we need to secure further grant funding for the charity to finance the following years and have several applications in progress for the coming year.

Principal Funding Sources

SCYPP is principally financed by grant funding with some additional income via fundraising.

Reserves Policy

The Trustees have examined the charity’s requirements for reserves in light of the main risks to the organisation. It has established a policy whereby the funds held by the charity should be at least three months of the expenditure, but we are aiming to have six months reserves. We recognise as a new charity this will take time to achieve. Budgeted expenditure for 2021-22 is £23200 and therefore the target for three months reserves is £5800 in the general funds. The target for six months reserves is £11,600. The reserves are needed to meet the day-to-day expenditure requirements of the charity and the Trustees are confident that at this level they would be able to continue the current activities of the charity in the event of a significant drop in funding. At January 31[st] 2022 the funds had £14,496 in them, giving us our six months buffer going into 2022-23.

The strategy is to continue to build reserves through normal revenue surpluses, to enable us to consider future plans for the Project and build reserves for any future expenditure that may arise.

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Independent Check of the accounts

We didn’t need an independent examination of the accounts due to our income level this year. When we reach the threshold for Independent Checks the Trustees have agreed to ask The Finance Officer of Northumberland CVA, 107 & 109 Station Road, Ashington, Northumberland, NE63 8RS to independently check the accounts.

This report has been prepared in accordance with the Statement of Recommended Practice: Accounting and Reporting by Charities (issued in March 2005) and in accordance with the special provisions of Part VII of the Companies Act 1985 relating to small entities.

Approved by the Trustees on October 7th 2022 and signed on its behalf by

Mrs G Bray (Chair)

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